Central Council of the Tlingit and Haida Indian Tribes of Alaska

POSITION DESCRIPTION

Procurement Officer 

INFORMATION

Job Class: Manager 

Department: Finance

Type of Position: Exempt 

Location of Work: Juneau, AK

Covered Position: No

Salary Grade(s): G 12-14

Prepared by: T. Belton/K. Truitt

Hours of Work: M-F, 8:00 am – 4:30 pm 

Employment Category: Regular, Full-Time

Effective Date: 12.1.18

PURPOSE

Manage procurement activities for all departments, including agreements for professional and non-professional services, to include contracts, agreements, leases and purchasing. Develop and maintain policies leveraging GSA purchasing benefits. Provide technical support to departments by assisting in contact formation, negotiation, administration, modifications, terminations and all phases of the procurement process. Oversight of inventory control system. 

REPORTING RELATIONSHIPS

Reports To: Chief Financial Officer 

Supervises: May supervise up to four employees

Liaison To: Program managers and outside vendors

ESSENTIAL FUNCTIONS

• Develop and maintain standard operating procedures to support overall inventory control

• Develop operating procedures for contract administration and management

• Timely and accurate fulfillment of inventory orders

• Review lease and service agreements to ensure completeness, accuracy, and compliance with fiscal policies 

• Track procurement authority and initiate appropriate action to ensure compliance

• Track leases related to office space and equipment

• Establish user accounts for centralized purchasing

• Develop and maintain procurement forms and templates

• Prepare procurement reports and checklists

• Research vendor pricing and obtain quotes for procurement as requested

• Prepare Request for Proposals and Requests for Quotes

• Monitor contracts for expiration and compliance

• Develop and maintain fixed asset inventory and disposition system

• Manage the disposal of property

• Perform other work-related duties as assigned

• Respond to unsolicited proposals as necessary

 

DECISION MAKING AUTHORITY

Spending Authority: TBD

Other Authority: Per signatory matrix

NECESSARY SKILLS AND KNOWLEDGE

• Use and comprehension of Tribal policies and procedures, and Federal and State regulations

• Experience and knowledge of budget development and financial management

• Working knowledge of 2 CFR Part 200, Federal Acquisition Regulations, and Defense Federal Acquisition Regulation Supplement

• Strong interpersonal and excellent customer service skills

• Ability to maintain confidentiality

• Ability to use integrated accounting software, Microsoft applications, and electronically transmit applications

• Ability to handle multiple tasks and priorities in a constantly changing environment

• Possess strong analytical, problem-solving, time management, and organizational skills

• Excellent communication skills – verbal, written, and presentation

• Ability to reason logically and accurately and make sound decisions and recommendations

• Ability to interpret, apply and explain laws, regulations and policies

• Knowledge of procurement procedures, policies, and methods

• Ability to identify discrepancies or inaccuracies in data and make corrections

• Work in a team environment ensuring excellent customer service

MINIMUM QUALIFICATIONS (education, experience, skills)

• Bachelor’s degree in Business Administration or related field

• Two years  professional procurement specialist or greater experience

• Two year supervisory experience

• Valid Driver’s license

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS

The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs.  Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:

• All employment at Tlingit & Haida is “at will”.  This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.

• Tlingit & Haida is a no tolerance workplace.  All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.

• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.